5.6.1 COMMISSION HONORARIA

As per City of Edmonton Bylaw 14040 – Edmonton Police Commission (Commission) Bylaw, members may be remuneration by the Commission in the amount determined by City Council.

In recognition of the contribution made to the Commission by its volunteer members, the Commission offers an honorarium for attendance at meetings of the commission, standing committees, and other Commission related duties.

PRINCIPLES:

• All honorarium reimbursements must be in relation to and incurred while conducting Commission business or attendance at functions which support Commission objectives and goals.
• All honorarium claims should be able to withstand scrutiny by members of the public, media, and/or any audit performed related to this budget item.
• Honoraria reimbursements will align with accountability and transparency principles with allocations making up part of the public record.

Definitions:
DULY CONSTITUTED MEETING: Means a Commission meeting, committee meeting or special meetings at which there is an agenda and where minutes are recorded.

NOTE: Commissioners will still be eligible to receive honoraria even if quorum requirements are not met at a duly constituted meeting.

THRESHOLD FOR ATTENDANCE AT DULY CONSTITUTED MEETINGS: Means attendance at a meeting that is equal to or exceeds fifty percent (50%) of the total time the meeting was in session as per the approved meeting minutes for that meeting. For purposes of this policy only, the Commission’s regularly scheduled monthly meetings will be treated as three (3) separate meetings (Closed, Public, and In Camera) for the payment of honoraria.

Guidelines:

1. Commissioners will receive an honorarium and will be reimbursed for out-of-pocket expenses as per Policy 5.6.2 – Expenses and Travel Reimbursement.
2. Commissioner honoraria will be reported bi-annually as part of the Commission’s financial reporting.
3. Honoraria will only be reimbursed for duly constituted meetings as long as the threshold for attendance has been met as per the minutes record of attendance. Attendance under this threshold will not qualify for an honoraria reimbursement, nor a pro-rated amount, unless there are exigent circumstances (e.g., illness, emergency, etc.) as determined by either the Chair of the Commission or Committee Chair. On direction from either of these Chairs, the Executive Director will document the exemption and provide written reason(s) for review purposes.
4. Commission members are eligible to receive an honorarium for the following Commission related duties:
   a) Duly constituted Commission meetings
   b) Appointed committee members attending duly constituted Commission committee meetings.
   c) Appointed Chair of the Professional Standards Committee attending disciplinary hearings of the Professional Standards Branch to a maximum of 4 per year. NOTE: Only one honoraria payment will be made per hearing regardless of how many days may be required to conclude the hearing.
   d) Attendance at related events that are approved by the Commission where either the Commissioner is attending on behalf of the Commission and/or which the Commission is sponsoring.
   e) Attendance at Commission planning sessions or retreats, approved by the Edmonton Police Commission.
   f) Attendance at conferences, seminars and training events which the Commissioner is attending pursuant to Commission policies, approved by the Edmonton Police Commission. NOTE: This does not include travel to and from conferences, seminars and training events.
   g) Attendance at Board meetings, either in person or by electronic means, of the Canadian Association of Police Governance (CAPG), the Canadian Association for Civilian Oversight of Law Enforcement (CACOLE), the National Association for Civilian Oversight of Law Enforcement (NACOLE), the Alberta Association for Police Governance (AAPG), or any similar association where the Commissioner holds office as a Board member, or is representing the Commission as approved by the Edmonton Police Commission.
   h) Attendance at ALERT Civilian Advisory Committee meetings.
   i) Attendance at meetings of external working groups established by the Commission, City of Edmonton Council or other orders of government.
   j) Participation in ride-alongs with members of the Edmonton Police Service to a maximum of4 per year.
5. Commissioners will receive the following honoraria:
   • DAILY TIME COMMITMENT:
     • Less than three hours
       • COMMISSIONER: $150
       • COMMISSION CHAIR: $200
       • COMMTTEE CHAIR: $200
     • Three hours or more
       • COMMISSIONER: $300
       • COMMISSION CHAIR: $400
       • COMMTTEE CHAIR: $400
   • NOTE: The Commission Chair rates also apply to the Vice Chair or other Commissioners acting in the absence of the Chair.
   • If the Chair of the Commission is in attendance at any Committee meeting as an ex-officio member of the Committee, they will be paid the same honoraria as a Commissioner.
   • The Chair of the Commission will also receive a regular Commissioner rate if not acting in the capacity of Chair such as, but not limited to, attendance at conferences, seminars, webinars, or other training events.

6. Commissioners are not eligible to receive an honorarium for attendance at or participation in the following:
   a) Social events;
   b) Attendance at committee meetings of the CAPG and AAPG;
   c) Travel to and from conference, seminars and/or training events;
   d) Preparation time (e.g., pre-reading materials for a meeting)
   e) Informal meetings (i.e. no agenda and no minutes taken).
7. Where Commission approval is required or where the work of the Chair, Vice Chair or other Commissioners is not otherwise captured by this policy then payment of honoraria for a specific activity will be at the discretion of the Chair. The individual who is providing approval of a claim must document their rational for their approval decision where they have exercised discretion.

Procedures:

1. Commissioners are responsible for ensuring their attendance is noted on the attendance sheet for all meetings and/or inform administration of attendance for events/meetings/conferences if off-site.
2. As per the EPC Expenditure Approval and Signing Authorities policy, honoraria submissions for payment under $5000 must be signed by the Executive Director or their designate.
3. As per the EPC Expenditure Approval and Signing Authorities policy, honoraria submissions for payment in excess of $5000 requires signed approval by the Executive Director or their designate along with the Chair of the Commission. If the submission is that of the Chair of the Commission, then the Vice Chair will sign.
4. The Executive Director shall have the honoraria reimbursements paid out to Commissioners reviewed annually at year end during the collection of data used to report honoraria disbursements to the public.

References:

1. EPC policy 5.6.2 – Expenses and Travel Reimbursement
2. EPC policy 5.5.2 – Expenditure Approval and Signing Authorities

Revised June 19, 2025